TERMS AND CONDITIONS OF USE AND SERVICE — IDCARD4U.COM
Version: 1.0
Effective date: August 24, 2026
Provider: Xnova Solutions ("XNOVA")
Platform: idcard4u.com
These Terms govern access to and use of idcard4u.com, as well as the services related to the preparation, production, billing, shipping, and reprinting of identification cards. The idcard4u.com Privacy Policy forms part of the contractual framework applicable to the use of the Platform.
1. ACCEPTANCE OF THE TERMS
By electronically accepting these Terms, the person acting on behalf of the Client declares that they:
1) have read and accept these Terms and Conditions;
2) acknowledge having read the current Privacy Policy;
3) have sufficient authority to accept these Terms on behalf of the school, college, company, business, or other entity that uses the account; and
4) the information provided to establish and use the account is accurate.
XNOVA may use electronic mechanisms to document acceptance, including a verification code sent to the email address associated with the account, as well as recording the date and time, IP address, and version of the accepted documents.
When XNOVA publishes a new version requiring renewed acceptance, it may restrict access to certain functions until an authorized administrator completes the re-acceptance process.
Electronic acceptance shall have the effect permitted by applicable law, including the Puerto Rico Electronic Transactions Act, as amended.
2. DEFINITIONS
For these Terms:
• "Client" means the school, college, educational institution, company, business, or other organization for which XNOVA creates an account.
• "Administrator" means the person authorized by the Client to use the account and manage records, photographs, orders, and other available functions.
• "Registered Person" means the student, employee, or other individual whose data is entered by the Client to produce an identification card.
• "ID" or "Card" means the physical identification card requested by the Client.
• "Order" means one or more records that the Administrator submits to production through the function available on the Platform.
• "Production Data" means the information and photograph used to prepare, produce, or reprint an ID.
• "Transactional Data" means the information necessary to document orders, invoices, payments, credits, adjustments, production, synchronizations, and other historical movements.
3. NATURE OF THE SERVICE
idcard4u.com is a platform managed by XNOVA through which Clients can provide information and photographs for the production of physical identification cards.
Among other functions, the Platform may allow the Administrator to:
• register people;
• take or upload photographs;
• edit information;
• deactivate records;
• delete or replace photographs when the function is available;
• review samples or previews;
• submit IDs to production;
• check order status;
• review invoices, payments, and balances;
• download invoices;
• request reprints; and
• perform other functions that XNOVA incorporates into the service.
XNOVA provides a technological tool and an ID production service. Unless otherwise agreed in writing, XNOVA does not manage the Client's academic, employment, or human resources records and the Platform must not be used as a general records system.
4. ACCOUNT CREATION AND MANAGEMENT
XNOVA creates Client accounts and assigns the corresponding administrative credentials.
The Client is responsible for:
• designating persons authorized to use the account;
• keeping contact information up to date;
• protecting its credentials;
• avoiding sharing passwords with unauthorized persons;
• notifying XNOVA if unauthorized access is suspected; and
• being accountable for actions performed from its Administrators' accounts, unless unauthorized access not attributable to the Client can be demonstrated.
The portal is designed to be used by authorized Administrators of the institution or company. Students or minors must not receive administrative credentials to operate the Platform.
5. AUTHORITY OVER DATA, PHOTOGRAPHS, AND CONTENT
The Client represents and warrants that it has legitimate authority to provide XNOVA with the data, photographs, logos, and other materials it uploads or uses on the Platform, and that it has complied with the notices, authorizations, or consents required under applicable law, regulation, contract, or institutional policy.
In the case of information about minors, the Client must have the institutional authority and applicable authorizations to request the service and provide the information necessary to produce the identifications.
Nothing in these Terms transfers to the Client legal obligations that independently correspond to XNOVA as operator or service provider.
The Client retains its rights over its data, photographs, names, logos, and other materials. The Client grants XNOVA a limited, non-exclusive license, solely for the time necessary, to use such materials for the purpose of providing the requested services, including preparation, production, shipping, and authorized reprinting of IDs.
6. INFORMATION THAT SHOULD NOT BE UPLOADED UNNECESSARILY
The Client agrees to limit the information uploaded to that which is reasonably necessary to produce and manage identification cards.
Unless expressly authorized by XNOVA for a specific function, the Client must not use Platform fields to store information unrelated to the purpose of the service, including Social Security numbers, medical information, financial data, passwords, credentials for other systems, or other sensitive information not needed to produce the identification.
7. ACTIVE AND INACTIVE RECORDS
The Administrator may deactivate a record when the function is available.
Deactivation:
• changes the operational status of the record;
• does not necessarily amount to deleting the person or all of their information;
• does not delete the invoices, orders, or historical records in which that person has already participated; and
• does not retroactively alter previously completed transactions.
While the record remains available on the Platform and subject to the applicable retention rules, the Administrator may manage the information and, when the function is available, delete or replace the photograph.
Deleting a photograph may prevent a reprint until a new image is provided.
8. PRIOR REVIEW AND PRODUCTION AUTHORIZATION
Before selecting "Enviar IDs" (Send IDs), the Client is responsible for reviewing the information that will be used to produce the cards, including, as applicable:
• names;
• photographs;
• numbers or identifiers;
• positions, grades, groups, sections, departments, or other fields;
• number of cards;
• available design or sample; and
• any other information visible or incorporated into the order.
By selecting "Enviar IDs", the Administrator:
1) confirms having had the opportunity to review the information;
2) authorizes XNOVA to produce the IDs included in the order;
3) acknowledges that the order may move to a status in which the data is locked to protect production integrity; and
4) authorizes the generation of the corresponding invoice under the applicable rates.
Errors in information provided and approved by the Client may require a new order or reprint at the applicable charge.
Production errors attributable to XNOVA will be handled through the applicable correction or reprint procedure.
9. PREVIEWS AND SAMPLES
The Platform may display a preview or sample of the card, including a watermark.
The preview is intended to help the Client review the content and design before production. Reasonable variations may exist between an on-screen representation and the physical product, including variations inherent to equipment, materials, resolution, calibration, or printing.
The sample does not replace the Client's obligation to verify the data entered before submitting the order.
10. BILLING
Selecting "Enviar IDs" generates a production order and may automatically generate the corresponding invoice.
The price may depend, among other factors, on:
• number of IDs;
• applicable price tier;
• shipping cost;
• reprints;
• authorized adjustments; and
• applicable taxes or contributions.
Where applicable, the Platform will calculate the Sales and Use Tax ("IVU") due on the items subject to that tax.
The applicable prices and charges will be those in effect for the account or those communicated to the Client at the time of the transaction.
11. BALANCES, CREDITS, AND PAYMENTS
The Client may hold a balance or credit in its favor. When the Platform allows it, such credit may be applied automatically to new orders.
If the available credit does not cover the full amount of an invoice, the remainder will stand as an outstanding balance.
The fact that the Platform allows an order to proceed to production despite an outstanding balance:
• does not constitute forgiveness of the debt;
• does not modify the invoice amount; and
• does not prevent XNOVA from pursuing reasonable collection efforts.
Payments may be recorded through the methods enabled by XNOVA, including, as applicable, payments processed or identified as Stripe, PayPal, check, or other manual methods.
12. CANCELLATIONS AND ADJUSTMENTS
A cancellation request will be subject to the actual status of the order.
XNOVA may approve a cancellation when operationally feasible. Once a production phase has begun that cannot reasonably be reversed, an order may not be eligible for cancellation.
When an invoice is validly cancelled, the Platform may perform the credit or balance reversals necessary to reflect the cancellation.
The cancellation of an invoice does not authorize the silent alteration of the history of other completed orders or transactions.
13. PRODUCTION, STATUS, AND SHIPPING
The Client may monitor the order statuses available on the Platform until the order is marked as shipped.
Production or delivery dates communicated by XNOVA are estimates unless there is a specific written commitment.
XNOVA shall not be liable for delays attributable to incorrect information provided by the Client, incorrect shipping address, carriers, interruptions of external services, force majeure events, or other circumstances beyond its reasonable control.
The Client is responsible for providing a correct delivery address and keeping its contact information up to date.
14. REPRINTS AND DUPLICATES
After an order has been processed and where the function is available, the Administrator may request a reprint using the data and photographs that remain validly stored.
A reprint:
• constitutes a new production request;
• may generate an additional charge or invoice;
• must be requested by an authorized Administrator; and
• is subject to the availability of the necessary data and photograph.
If the photograph was deleted, or if the Production Data was deleted under the retention policy, the Client must resubmit the necessary information before requesting a new production.
15. RETENTION AND DELETION — EDUCATIONAL INSTITUTIONS
For Clients that are schools, colleges, or other educational institutions, XNOVA will follow this scheme regarding Production Data:
15.1 After production and shipping
Once the order is completed and marked as shipped, the institution may, through the available functions and procedures:
• authorize the deletion of Production Data that is no longer needed; or
• authorize its temporary retention to facilitate duplicates or reprints.
15.2 Retention for duplicates
When the institution decides to retain Production Data for reprints, such retention will be temporary and for that purpose.
In no case will retention for reprints extend beyond May 31 of the applicable school year.
For example, for the 2026-2027 school year, the retention authorized for reprints will expire no later than May 31, 2027.
The institution may request or execute, through the available functions, the deletion of a photograph before that date.
15.3 End of the period
Upon expiration of the applicable period, XNOVA will delete or anonymize Production Data no longer needed for the authorized purpose, subject to the limited retention of Transactional Data described in these Terms and in the Privacy Policy.
Where backup copies exist, residual information may remain temporarily until its ordinary replacement or deletion cycle, without being used for new reprints, unless otherwise legally required.
16. RETENTION AND DELETION — COMPANIES AND BUSINESSES
For commercial Clients not subject to the May 31 school cycle, Production Data may be kept for as long as reasonably necessary to manage current identifications and allow reprints requested by the Client.
The Administrator may, through the available functions:
• edit the record;
• deactivate it;
• delete or replace the photograph; and
• request the deletion of information that is no longer needed.
An inactive record is not automatically considered deleted.
When the service relationship ends or the Client requests deletion, XNOVA will delete or anonymize Production Data that is no longer needed, subject to legal obligations and the limited retention of Transactional Data.
17. INTEGRITY OF INVOICES, ORDERS, AND TRANSACTION HISTORY
Deleting a photograph or Production Data does not imply the deletion of a legitimately generated invoice, order, or historical record.
XNOVA may retain the minimum transactional information necessary to:
• keep invoice detail intact;
• demonstrate which items made up an order;
• maintain the count and amounts invoiced;
• document payments, credits, and adjustments;
• document production batches or synchronizations;
• maintain audit and security records; and
• comply with legal, accounting, or tax obligations.
This history does not require retaining the photograph of the Registered Person.
Historical Transactional Data must not be used to create a new ID if the corresponding Production Data has already been deleted.
18. STUDENT DATA, FERPA, AND MINORS
When the Client is an educational institution and the information is subject to the Family Educational Rights and Privacy Act ("FERPA"), XNOVA will use the information received solely to provide the requested services and in accordance with the institution's instructions and contractual controls, subject to the legal basis for disclosure that the institution determines to be applicable.
Where the "school official" exception or another exception permitted by FERPA applies, the parties acknowledge the importance of limiting the use and redistribution of personally identifiable information to the authorized purpose.
With respect to the Children's Online Privacy Protection Act and its regulations ("COPPA"), where applicable, XNOVA and the Client will comply with the obligations that legally correspond to each. These Terms are not intended to transfer to the Client obligations that correspond to XNOVA by law.
XNOVA will not use information about students or minors provided for this service for behavioral advertising, the creation of independent commercial profiles, or the sale of data.
19. PRIVACY AND SECURITY
The processing of personal data is further governed by the idcard4u.com Privacy Policy.
XNOVA uses reasonable administrative and technical measures to protect the Platform and the information in its custody, including authentication and security controls implemented in the service.
No system connected to the Internet can guarantee absolute security. In the event of a security incident, XNOVA will assess and make the notifications required by applicable law, including, where applicable, Puerto Rico legislation on the security of information banks.
20. ELECTRONIC COMMUNICATIONS
The Client authorizes XNOVA to send transactional communications related to the account and the service, including:
• verification codes;
• order notices;
• billing or collection notifications;
• production or shipping information;
• security notices; and
• notifications related to contractual or privacy changes.
These communications are operational and should not be confused with optional commercial advertising.
21. VENDORS AND AUXILIARY SYSTEMS
XNOVA may use technology vendors and auxiliary systems reasonably necessary to operate the Platform, host information, send communications, automate internal processes, process or record payments, and produce the cards.
XNOVA will limit access to information to what is reasonably necessary to provide the service and will endeavor to use vendors appropriate to the nature of the information processed.
22. PLATFORM INTELLECTUAL PROPERTY
XNOVA retains all rights to idcard4u.com, including its software, code, interfaces, structure, documentation, processes, trademarks, and other proprietary elements.
The Client receives a limited, revocable, non-exclusive, non-transferable right to use the Platform during the term of the service.
The Client may not, without XNOVA's written authorization or a non-waivable legal right:
• copy or redistribute the software;
• attempt to obtain source code through reverse engineering;
• use the Platform to create a competing service by appropriating protected elements; or
• interfere with the security or operation of the service.
23. ACCEPTABLE USE
The Client will not use the Platform to:
• engage in illegal or fraudulent activities;
• upload material over which it lacks authority;
• attempt to gain unauthorized access;
• introduce malicious code;
• deliberately overload the infrastructure;
• evade security controls; or
• use personal data for purposes other than those legitimately related to the contracted service.
XNOVA may restrict access as necessary to address a material risk of security, fraud, or illegal use.
24. AVAILABILITY AND TECHNICAL CHANGES
XNOVA will endeavor to keep the Platform reasonably available but does not guarantee uninterrupted or error-free operation.
Interruptions may occur due to maintenance, updates, Internet failures, third-party services, security, or other reasonable causes.
XNOVA may modify or improve service functions provided this does not arbitrarily eliminate obligations already assumed with respect to accepted orders.
25. LIMITATION OF LIABILITY
To the maximum extent permitted by law, XNOVA shall not be liable for indirect, incidental, special, or consequential damages arising from the use of the Platform, including losses caused by incorrect information provided or approved by the Client, loss of credentials attributable to the Client, or delays beyond XNOVA's reasonable control.
For claims directly related to a production order, XNOVA's aggregate monetary liability shall not exceed, unless the law provides otherwise, the amount paid to XNOVA for the directly affected order.
This limitation shall not apply to liabilities that cannot legally be excluded or limited.
26. INDEMNIFICATION FOR CLIENT MATERIALS
To the extent permitted by law, the Client shall be liable to XNOVA for third-party claims resulting directly from photographs, data, trademarks, or materials that the Client provided without the necessary authorization or right, except to the extent the claim results from unauthorized use by XNOVA.
27. TERMINATION OR ACCOUNT DEACTIVATION
XNOVA or the Client may terminate the relationship in accordance with the applicable commercial agreement.
Deactivating an account does not necessarily amount to the immediate deletion of all its data.
Upon termination of the relationship:
• Production Data will be handled in accordance with the applicable retention and deletion rules;
• photographs that are no longer needed may be deleted;
• invoices, payments, orders, and historical records may be retained where necessary for accounting, contractual, tax, security, or audit integrity; and
• outstanding payment obligations will remain in force.
28. MODIFICATIONS TO THESE TERMS
XNOVA may modify these Terms for legal, regulatory, security, technical, or commercial reasons.
When the change is material or XNOVA determines that it requires renewed acceptance, the Platform will ask the authorized Administrator to accept the new version before continuing to use the corresponding functions.
XNOVA will keep a record of the contractual versions used to document which version was accepted.
29. GOVERNING LAW AND JURISDICTION
These Terms shall be governed by the applicable laws of the Commonwealth of Puerto Rico and, where applicable, the federal laws of the United States.
Any dispute that cannot be resolved in good faith between the parties shall be submitted to the courts of competent jurisdiction in Puerto Rico, unless a separate written contract between XNOVA and the Client establishes another valid procedure.
30. SEPARATE AGREEMENTS WITH INSTITUTIONS
If XNOVA and a Client enter into a written contract, purchase order, data processing agreement, or other signed agreement containing specific conditions, that agreement shall prevail over these Terms only with respect to the conflicting matters expressly covered by that document.
This is particularly relevant for public institutions, school districts, or other entities subject to special contracting or procurement requirements.
31. GENERAL PROVISIONS
If any provision is found invalid or unenforceable, the remaining provisions shall continue in force to the extent permitted by law.
Failure to immediately exercise a right shall not constitute a permanent waiver of it.
Headings are used solely for ease of reading.
32. CONTACT
For questions about these Terms, billing, orders, privacy, or data-related requests, the Client may use the contact channels published on idcard4u.com.
